Unified Resource Management: The Ex Libris Framework for Next- Generation Library Services

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1 Unified Resource Management: The Ex Libris Framework for Next- Generation Library Services, 2009 Document Version 1.1

2 CONFIDENTIAL INFORMATION All of the information and material herein, inclusive of text, images, logos, and product names, is either the property of, or used with permission of The information included in this document may not be distributed, modified, displayed, or reproduced, in whole or in part, without the prior written permission of TRADEMARKS Ex Libris, the Ex Libris logo, Aleph, SFX, SFXIT, MetaLib, DigiTool, Verde, Primo, Voyager, MetaSearch, MetaIndex, and other Ex Libris products and services referenced herein are trademarks of Ex Libris and may be registered in certain jurisdictions. All other product names, company names, marks, and logos referenced herein may be trademarks of their respective owners. DISCLAIMER The information contained in this document is compiled from various sources and provided on an "as is" basis for general information purposes only without any representations, conditions, or warranties, whether express or implied, including any implied warranties of satisfactory quality, completeness, accuracy, or fitness for a particular purpose. Ex Libris, its subsidiaries, and related corporations ("Ex Libris Group") disclaim any and all liability for all use of this information, including loss, damages, claims, or expenses any person may incur as a result of the use of this information, even if advised of the possibility of such loss or damage., 2009 f, 2009 Page 2 5/6/2009 Proprietary and confidential information of The information included herein may not be

3 Table of Contents 1. Introduction The Library Landscape The Ex Libris Conceptual Model for Next-Generation Library Services Not Just New Ways, But New Things Works Cited... 9, 2009 Page 3 5/6/2009 Proprietary and confidential information of The information included herein may not be

4 1. Introduction With shifting user needs and expectations, changing economics, advancements in technology, and increased pressure from global information services outside the library environment, today s libraries are in the midst of a sea change: many libraries are revisiting and transforming their core mission within the larger organization. Not only do libraries need to do things differently, but they need to do different things. Recognizing the changing needs related to library management, Ex Libris has begun designing and building a new model for next-generation library services. With the 2007 introduction of Primo, Ex Libris decoupled the unified resource discovery and delivery platform (URD 2 ) to provide simplified access to both local and remote resources. This approach enables discovery of resources across multiple repositories, while obscuring from users many of the management complexities of those systems. Now, Ex Libris is in the process of revolutionizing the library s administrative, or back office, activities by implementing a framework for unified resource management (URM). Together, the URD 2 and URM components will provide a comprehensive platform for the discovery, delivery, and management of scholarly resources. 2. The Library Landscape In more than forty interviews conducted by Ex Libris with libraries around the world, we have heard a resounding need for change libraries need to both do things differently and do new and different things. This input is supported by recent library studies and research reports that highlight key trends in the library industry, including the JISC & SCONUL Library Management Systems Study, On the Record: Report of the Library of Congress Working Group on the Future of Bibliographic Control, and No Brief Candle: Reconceiving Research Libraries for the 21 st Century. These reports reinforce the fact that the library community is at a critical point in its, 2009 Page 4 5/6/2009 Proprietary and confidential information of The information included herein may not be

5 evolution and needs to reconsider the the function of the library, as well as the systems and processes it manages. The URM aims to address the recommendations from its users and the larger community to improve current workflows, to lower total cost of ownership through collaboration and sharing, and to support the role of the library in a new world of research and learning, all in an open, extensible environment that grows with libraries needs. Specifically, the URM will: Enable libraries to do more with less by consolidating workflows and integrating back-office processes across all materials, regardless of type, format, and acquisition method. Support collaboration across institutions and within user communities to increase productivity and to leverage the network effect. Use service-oriented architecture and component-based design to provide a modular, extensible framework that grows with library needs. Integrate library processes into the parent organization s administrative, technology, and research frameworks. Offer options for a network-level, or Software-as-a-Service, implementation to leverage centralized data services and to simplify software deployment. 3. The Ex Libris Conceptual Model for Next-Generation Library Services An integral part of the interview process in the Ex Libris research project was the development and refinement of a conceptual model for delivering the support required for a next-generation library. The URM conceptual model includes a number of parts, which are described in more detail below., 2009 Page 5 5/6/2009 Proprietary and confidential information of The information included herein may not be

6 3. 1 World of Knowledge Underlying the conceptual model is the notion that the world of knowledge managed by libraries is expanding not just in size, but in scope. The materials that a library manages fall clearly into two domains, physical and digital (or electronic), each with a variety of different management workflows. Additional resource attributes also determine appropriate management activities for library materials materials that are owned are typically administered differently than those that are accessed from a remote source, for example. In addition, the wealth of free resources available online and new business models for user-driven acquisition of e- books and other content present new challenges for library staff, challenges that a next-generation framework must address. 3.2 Management Services: Institutional Inventory and Centralized Data Services Environment In the URM framework, the local holdings of a library are known as the institutional inventory. A number of applications that support the management of print, electronic, and digital resources contained in the library s collections surround the inventory selection, acquisition, circulation, license management, and more. For example, resources identified in the world of knowledge become part of the library s inventory through the processes of selection and acquisition; the URM supports the appropriate workflows for each type of asset, whether print or electronic, owned or accessed, licensed or free. One of the most important recommendations noted in the library reports and voiced by interviewees in the Ex Libris research project is to find ways to leverage global data descriptive metadata, knowledge-base information, prediction patterns, and more that is common across institutions. For example, more than 4200 libraries in North America use the same basic record to describe Steven Levitt s book Freakonomics; each of those libraries currently downloads and maintains that record locally, as part of the inventory, a practice that results in significant cost and effort., 2009 Page 6 5/6/2009 Proprietary and confidential information of The information included herein may not be

7 What if a new framework could also support a centralized record that could be shared by libraries that own Freakonomics? To address this need, the Ex Libris conceptual model introduces a global data services environment, which provides a variety of services to both the URD 2 and URM components. For example, the URM works with a centralized metadata management system (MMS), an infrastructure that provides new models for working with bibliographic and other descriptive information. Consisting of metadata from a variety of sources, the MMS maintains the basic description for, say, Freakonomics, while the inventory maintains any local information, including institutional holdings and item-level details. The unique design of the MMS provides libraries several options for working with metadata, ranging from library-controlled catalogs similar to today s integrated library systems to community, or fully shared, records; most libraries will likely use a hybrid model, with some inventory items connected to library-controlled metadata and others linking to community records. Regardless of the option selected by the library, the Ex Libris model provides both unrivalled flexibility and a new set of time-saving services for management and maintenance of its metadata. And, whether you work with a library catalog or with community data or a combination of both, the metadata used to describe items in your inventory is yours. Libraries are the true owners of this data and should be able to make decisions about its use, both within the URM and in other environments, without interference from Ex Libris. As a result, Ex Libris offers the MMS environment to libraries without imposing any record use or reuse policies. 3.3 Management Services: Dissemination Control Dissemination control, a new function introduced in the Ex Libris conceptual model, enables libraries to manage their inventory for publication or dissemination to discovery and other user spaces. With the array of resources managed in a library s inventory, it s critical that the library have ways to create specific collections a, 2009 Page 7 5/6/2009 Proprietary and confidential information of The information included herein may not be

8 new books shelf, subject-based reading lists, course reserve materials and subsequently publish all or part of the collections for use in other applications. Further, options for publishing metadata not included in the inventory, from contents of databases to unlicensed resources available on a pay-per-view basis, make resources available for access (via discovery) without mandating management in the URM inventory, simplying the work required of library staff., 2009 Page 8 5/6/2009 Proprietary and confidential information of The information included herein may not be

9 3.4 User Services In traditional integrated library systems (ILS), user management is tied very closely to inventory management; in fact, patron records are part of circulation in most systems. The URM framework separates the user from the inventory and introduces a new component user management that bridges management and user services. Through the separation of the user from the inventory, the URM framework provides an elegant architecture for resource sharing across multiple inventories, while preserving the privacy of patron information. 4. Not Just New Ways, But New Things The changing needs of libraries demand a new framework to support not just new ways of doing today s tasks, but to enable new kinds of library services and functions. As the libraries look to the future, they anticipate the need to deliver new services and support engaging in e-learning, organizing and managing research information, more fully integrating with other cultural and memory institutions, and more. With the extensible framework provided by Ex Libris s conceptual model, libraries will be able to extend their missions to provide a broader array of knowledge and information management services to their parent institutions and their constituents. 5. Works Cited Adamson, V., Bacsich, P., Chad, K., Kay, D., & Plenderleith, J. (2008). JISC & SCONUL Library Management Systems Study. Retrieved September 2008 from df., 2009 Page 9 5/6/2009 Proprietary and confidential information of The information included herein may not be

10 On the Record: Report of the Library of Congress Working Group on the Future of Bibliographic Control. (2008). Retrieved September 2008 from bibliographic-future/news/lcwg-ontherecord-jan08-final.pdf, 2009 Page 10 5/6/2009 Proprietary and confidential information of The information included herein may not be

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